Amended:  MAWC ANNUAL GENERAL MEETING 09 March 2009

1.       NAME OF THE MAWC

2.       OBJECTIVES OF THE MAWC

3.       MEMBERSHIP OF THE MAWC

4.       APPLICATION PROCEDURE FOR MEMBERSHIP OF THE MAWC

5.       MEMBERSHIP FEES OF THE MAWC

6.       MEMBERSHIP OBLIGATIONS OF THE MAWC

7.       DISCIPLINE OF MEMBERS OF THE MAWC

8.       TERMINATION OF MEMBERSHIP OF THE MAWC

9.       COMMITTEE STRUCTURE OF THE MAWC

10.    MAWC COMMITTEE AUTHORITY

11.    CODE OF CONDUCT FOR MEMBERS OF THE MAWC

12.    MEETINGS OF THE MAWC

13.    AGM AND ELECTION OF THE MAWC COMMITTEE

14.    TERM OF OFFICE OF THE MAWC COMMITTEE

15.    AMENDMENTS TO THE CONSTITUTION OF THE MAWC

16.    RULES OF ORDER OF THE MAWC

17.    EVENTS CALENDAR OF THE MAWC

18.    GENERAL

19.    INTERPRETATION

20.    DISBANDMENT

1. NAME OF THE MAWC

1.1.              The name of the organisation shall be: The MOTORCYCLISTS ASSOCIATION OF THE WESTERN CAPE and shall be abbreviated as MAWC.

1.2.              A badge, which shall read Motorcyclists Association of the Western Cape, will be made available to each fully paid up member of the MAWC at a cost  determent by the committee.

1.3.              All MAWC members are obligated, but not compelled, to wear the badge.

2. OBJECTIVES OF THE MAWC

The objectives of the MAWC shall be:

2.1.              To serve and unite the Motorcyclist Clubs and Groups in the Western Cape.

2.2.              To mediate impartially in disputes between Motorcyclist Clubs, Groups or members.

2.3.              To promote and improve the image of motorcycling to the general public of South Africa

.2.4.              To implement safety measures at events for the benefit of all motorcyclists and the public.

2.5.              To function as an organised body, not for gain.

2.6.              To operate as a non-racial, a non-political and a non-denominational body, and to reserve the right of admission.

2.7.              To liaise as a body between international clubs, associations, unions, etc.

3. MEMBERSHIP OF THE MAWC

3.1.              Membership shall be open to any club, individuals, companies or organisations with a vested interest in aiding and / or promoting the motorcycling community in general.

3.2.              The representative of any such Club or Business at an MAWC meeting shall make application for full and binding membership. Individuals will be required to do so in person.

3.3.              Individuals are classified as persons not belonging to a Motorcyclist Club and not joining as a Business, a maximum of only two persons qualify as an individual.

3.4.              Any motorcyclist-orientated business or motorcyclist club, that would like to join the MAWC, should be operating for one year before applying for membership.

3.5.              When a new club joins the MAWC, their clubhouse does not automatically become a member of the MAWC.  The clubhouse shall follow procedures as described in 4.1 as a business.

3.6.              Leave of absence will be granted to an MAWC member if the MAWC member is in good financial standing with the MAWC and if the MAWC member has a valid reason for the absence as determined by the MAWC Committee. Leave of absence will be granted for no longer than 6 months.

4. APPLICATION PROCEDURE FOR MEMBERSHIP OF THE MAWC

4.1.              Applicants shall follow the following procedure:

4.1.1.              Attend the first meeting to observe.

4.1.2              Attend the second meeting to receive an application form and constitution. 

4.1.3.              Attend the third meeting to hand in application form, full club list (with phone numbers and e-mail addresses) if joining as a club and a signed MAWC constitution.

4.1.4.              Registration Fee (R150.00) and Membership fees to be paid to the MAWC at the fourth meeting.  

4.1.5.              The MAWC Committee shall  meet with the new applicant before the forth meeting.

4.1.6.              Attend fourth meeting to be voted in.  If a written objection is raised regarding the application, the application will then be reviewed.  No new applicant will be voted in or attended to, if above mentioned documentation has not been received by the MAWC.  If an application is not successful the membership fee will be refunded.

4.2.              When a guest or applicant shows no interest in joining the MAWC after the third meeting, they will not be allowed to attend any further meetings.

4.3.              If during the steps above the club, individual or Business skip 1 meeting, without a valid reason, they will have to start the joining procedure from start.

5. MEMBERSHIP FEES OF THE MAWC

5.1.              At the first General meeting of the year (March), each member club and individual and business shall pay an annual membership fee as determined by the MAWC Committee.

5.2.              Membership fees to be paid not later than the April meeting of each year. 

5.3.              Membership fees not paid in full by the May meeting will result in termination of membership. If the party involved wishes to re-join they will need to re-apply as stated in section 4 of this document.

5.4.              Membership fees will be used for the benefit of the members.

5.5.              Annual membership fee may only be amended at the AGM by a majority vote of the members present.

5.6.              The financial year of the MAWC will be from 1^st February to 31^st January.

5.7.              The MAWC shall ensure that all funds are deposited into a bank account in the name of the Motorcyclists Association of the Western Cape.

5.8.              Two MAWC Exec member will have signing power to the MAWC bank account .

5.9.              An external auditor will audit the MAWC financial records on an annual basis.

5.10.           All members has the right to vote on any matters requiring a vote, provided that these members are in good financial standing with the MAWC except at special meetings where Businesses has no voting rights.

5.11.           Exemption, or reduction of fees can be granted at the discretion of the Exec.

6. MEMBERSHIP OBLIGATIONS OF THE MAWC

The obligation of each MAWC member shall be as follows:

6.1.              To abide by the regulations, guidelines and amendments as set out and agreed upon by the MAWC.

6.2.              Enforcing MAWC imposed sanctions as in 7.2.2

6.3.              To foster, promote & develop the good spirit and fellowship amongst all motorcyclists.

6.4.              To respect the safety and property of all fellow motorcyclists and the general public

6.5.              To abide by the law and maintain a reasonable standard of behaviour.

6.6.              To support fellow members in the motorcycling community.

6.7.              Loyalty & support is at the discretion of each individual member.

6.8.              Each MAWC member shall be under the following obligations: regular attendance of meetings, prompt payment of fees and participation in MAWC activities.

6.9.              All members shall be obligated to conduct themselves in a manner reflecting a favourable image of the MAWC at all times. Failure to do so can result in Disciplinary actions as set out in section 7.

6.10.           Any change of contact information, for whatever reason, shall be sent to This e-mail address is being protected from spam bots, you need JavaScript enabled to view it ASAP.

6.11.           All member Club Presidents are to make sure that all motorcycles and members in his / her club are in possession of a valid driver’s and motorcycle license.  The onus is on the President and the member.

6.12.           Ensure free entry to MAWC Committee members and their partners to all MAWC members’ events, day functions, sleepovers and rallies on producing a MAWC Committee card.

7. DISCIPLINE OF MEMBERS OF THE MAWC

The failure of any member or members of such member club or business, to abide by the regulations, guidelines and amendments as set out and agreed upon by the MAWC shall result in the following action:

7.1.         The immediate notification in writing to the member club or individual or business concerning the member (s) or individual member(s) of such member club or business disregard for regulations and / or guidelines and / or amendments.

7.2.         Such notification shall request the following action to be taken depending on the nature and frequency of incidents as decided by the committee:

7.2.1.              A formal apology to the MAWC by individual member(s), or member club or business.

7.2.2.              Denying entry to MAWC sanctioned events, of individual member(s) or the entire member club or business.

7.2.3.              Suspension of membership to the MAWC.

7.2.4.              Termination of membership to the MAWC.

7.3.         Unruly behaviour by members at a function will result in the MAWC Committee approaching the member Club Presidents of these clubs and asking them to deal with their member / s in a disciplinary way. Feedback will be required from that President/ individual or Business in writing within 30 days.

7.4.         Any member who fails to meet the Membership obligations or requirements of the MAWC shall be suspended or have its membership terminated ie.

7.4.1                                   If the club/ individual or business fail to follow the joining procedure and misses the mandatory 3 meetings, they will have to start from scratch as set out in section 4.

7.4.2                                   Leave of absence will be granted for no longer than 6 months.

7.5.         If the full club committee membership list or contact details is not received by the May meeting the membership will be terminated.

7.6.         Any disciplinary problems from any MAWC members or club can result in the MAWC Exec  to withdraw the membership of the individual or club.

7.7.         The Committee has the authority to override any decisions.

8. TERMINATION OF MEMBERSHIP TO THE MAWC

8.1.              A 50 % plus one vote taken at a legitimate MAWC meeting may decide on the termination of a member’s membership of the MAWC.  The acting President or Chairman shall chair this meeting, except where the committee decided that the severity of the incident needs immediate actions. In this case the MAWC committee will have the power to implement disciplinary actions as set out in section 7.2

8.2.              Member Clubs / individuals / businesses walking out of meetings and stating that they are resigning, terminate their membership with immediate effect.  If an application for re-admittance is lodged, the exec committee members shall reconsider the application.

8.3.              MAWC badges, metal, cloth and ID Cards, stay the property of the MAWC. All members that resign from the MAWC shall return all MAWC assets. Non-MAWC members will not be permitted to wear these.

8.4.              If any member terminates their membership, they forfeit all benefits and privileges provided by the MAWC with immediate effect.

8.5.              If an existing member club is a chapter and for any reason resigns from the parent body or changes it’s club name, this club shall be dealt with as a new application. If a club forms a new chapter, that chapter will not have to re-apply for membership to the MAWC. This chapter, if conforms to the membership criteria, will automatically be a member of the MAWC and will be subjected to all the procedures and monies as stipulated in this document.

8.6.              If an existing member club resigns from the MAWC and decides to join again at a later stage, that club will follow the joining procedures as stipulated in section 4.

9. COMMITTEE STRUCTURE OF THE MAWC

The MAWC Committee shall consist of the following elected members:

9.1.              President:

9.1.1.              Shall uphold the MAWC constitution.

9.1.2.              Shall act on behalf of the MAWC in coordinating the MAWC Committee and ensure the longevity of the MAWC through whatever commercial or charitable means required. 

9.1.3.              Has a casting vote in the event of a split decision.

9.1.4.              To ensure each member is performing their duty. 

9.2.              Chairman:

9.2.1.              To fill in for the President wherever necessary. 

9.2.2.              To liaise with and guide various sub Committees. 

9.2.3.              To chair all meetings as impartially as possible

9.3.              PRO:

9.3.1.              To actively promote the positive image of the MAWC

9.3.2.              Foster good inter-club and MAWC to club relations and vice versa.

9.3.3.              To generate income from outside sources.

9.3.4.              To uplift the status of the biker community and promote the MAWC’s objectives.

9.3.5.              Get clubs, firms and businesses and sponsors interest in the MAWC

9.3.6.              Advertising of MAWC via Flyers and promotions, radio and papers

9.3.7.              Meetings with public firms, Government bodies and Businesses to gain support and deals for the MAWC

9.4.              Treasurer:

9.4.1.              To provide financial statements at all monthly meetings.

9.4.2.               To attend to all day-to-day running of the MAWC bank account. 

9.4.3.              To ensure outside audit is done in March month of every year

9.4.4.              Ensure that all MAWC accounts are paid on time

9.5.              Secretary:

9.5.1.              Main secretary responsible for all admin work and general secretarial duties.

9.5.2.              Will keep the President and Chairman informed and ensures relevant communication flow to the MAWC Committee.

9.5.3.              To ensure that all MAWC correspondence is kept on record

9.6.              Recording Secretary:

9.6.1.              To take minutes at all monthly meetings and special meetings. 

9.6.2.              To assist main secretary when and where necessary.

9.7.              Events Coordinator:

9.7.1.              Responsible for MAWC member’s events and associated advertising.

9.7.2.              Making sure all events are correct on the website

9.7.3.              Getting clubs flyers and placing it on the website

9.7.4.              Get all information regarding upcoming events and advertise it accordingly

9.7.5.              Send out a weekly reminder on events and news pertaining MAWC

9.8.              Road Captains Chairman:

9.8.1.              Responsible for all Road Captain duties and assisting with MAWC member events

9.9.              Assistant Road Captain:

9.9.1.              Provide support to the Road Captain wherever necessary.

9.10.           Committee Member no 1 &  2:

9.10.1.          To assist any portfolio member where necessary

9.10.2.          To control attendance registers of meetings

9.10.3.          To control the distribution of event and promotional flyers at meetings

9.10.4.          To control guests entering meetings

9.10.5.          Will be responsible for the full upkeep of the members database, getting all info from the Secretary, Treasurer, etc..

9.10.6.          They will also be responsible to follow up absentee clubs for reasons of absenteeism 

9.11.           Media Liaison Officer

9.11.1       To actively promote the MAWC

9.11.2       To create news and placement of articles for the MAWC in various magazines and papers and other media.

9.11.3       To assist PRO where necessary.

9.11.4       To create awareness to the general Public and uplift the biker image.

9.11.5       Find biking related info and place on website. 

9.12.           The committee will also appoint non-exec personnel to assist them.

9.12.1.          Webmaster: responsible for the maintenance of the MAWC website and mailing lists.

9.12.2.          Sponsor Manager : person to procure sponsorships, discounts and prizes for functions.

9.12.3.          It is not necessary for them to be on the exec, but they may be asked to attend meetings. 

9.13.           It is a requirement for all MAWC Committee members to have access to a computer and these members will be in contact with each other at all times.

10. MAWC COMMITTEE AUTHORITY

10.1.           The MAWC Committee shall have power to nominate other members, should it be deemed necessary, to serve on the Committee.  The floor will approve this appointment.

10.2.           The MAWC Committee is only a voice for its members.  The Committee is not here to dictate to any of the member Club Presidents as to how to run their clubs. 

10.3.           All MAWC Committee meetings are confidential and no minutes will be sent out to the Members.  The Chairman, at monthly meetings, will provide a brief summary. 

10.4.           All decisions made by the MAWC Committee at special meetings that are not pertaining to the MAWC as a whole are final and binding. 

10.5.           Any MAWC Committee member, who is absent from more than two consecutive meetings of the Committee without notice, shall cease to be a Committee member, provided that the Committee may grant a member leave of absence from not more than three consecutive ordinary meetings of the Committee. 

10.6.           No club colours shall be worn by any of the Committee members at monthly and / or special meetings.  These persons represent the MAWC and not their individual clubs. 

11. CODE OF CONDUCT FOR MEMBERS

The code of conduct shall be binding on members and office bearers of the MAWC.  The following rules of conduct shall be observed:

11.1.           Members shall at all times conduct themselves at meetings in a dignified and orderly manner.  Any member who persists in conducting himself / herself inappropriately shall leave the meeting immediately when so ordered by the chairman or President.

11.2.           All members shall comply with the aims, objectives and the constitution of the MAWC.

11.3.           No member shall conduct himself / herself in such a manner as to bring the MAWC into disrepute.

11.4.           No member shall influence or attempt to influence the MAWC in its consideration of a decision on any matter before it so as to gain some direct or indirect benefit, whether in money or otherwise for himself or herself or any other person or body with whom or which he or she is associated.

11.5.           No member shall directly or indirectly accept any gift, reward or favour whether in money or otherwise, as a consideration for voting in a particular manner on any matter before the MAWC.

11.6.           No member shall use office facilities and or equipment belonging to the MAWC for his or her personal use.

11.7.           No member shall be allowed to expose firearms or weapons at any gathering.

11.8.           Verbal & physical abuse or disrespect, in any form, directed to the MAWC Committee and / or club and / or individual, will not be tolerated at any time.

12. MEETINGS OF THE MAWC

12.1.           General meetings shall be held each month except for the month of December, and at a date determined by the Executive Committee.

12.2.           Each member should complete the attendance register at each meeting. Members that do not complete the register shall be marked as absent.

12.3.           Apologies for not attending a meeting should reach the Committee member no 1 before the start of the meeting.

12.4.           When a member is absent from three consecutive meetings, without an apology, they will be summoned to a disciplinary meeting, after which a letter of dismissal, if applicable, will be sent to this Club and / or individual and / or business.

12.5.           Each monthly meeting to be opened with a minute of silence or when deemed necessary.

12.6.           Meetings may not be held if a quorum is not present.  A quorum is 50% plus one of the existing paid up members at that time.

12.7.           Special meeting with the Executive Committee, before a monthly meeting or otherwise, shall be arranged with the Secretary.  No person or club will be attended to unless procedures are followed.  No meeting will be held without notification from the parties involved.

12.8.           Member clubs should make sure that responsible people attend the monthly meetings and that these reps report back to their clubs ASAP. Only three per club or business shall be allowed to attend a monthly meeting.  All other members will be asked to leave the premises 

12.9.           The MAWC committee will decide if visiting non-member can attend an entire meeting.

13. AGM AND ELECTION OF MAWC COMMITTEE

13.1.           The quorum of the AGM, which is held each year in February, shall be 50% plus one of all paid-up members present.

13.2.           The existing Committee shall each submit a final report for the term of office.

13.3.           The President shall thank the Committee and ask them to step down.

13.4.           The President shall ask for an Electoral Officer to take over until a new President is elected.

13.5.           The Secretary should receive new nominations, in writing, for the MAWC Committee two weeks before the Annual General Meeting.

13.6.           The Electoral Officer shall read out nominations for the new Committee.

13.7.           Each nominated member shall be appointed by a ballot vote.

13.8.           The following sequence shall be followed: President, Chairman, PRO, Treasurer,  Secretary, Recording Secretary, Events Coordinator, Media Liaison Officer and Committee members 1 &  2.

13.9.           The Electoral Officer shall decide the vote should there be a split decision on the nomination for President.

13.10.       The new President shall decide the vote should there be a split decision on the nomination of any other Committee members.

13.11.       The new Committee shall immediately take office once elections are completed.

14. TERM OF OFFICE OF THE MAWC COMMITTEE

14.1.           Elections will be held every year at the AGM, to elect the MAWC Committee. Members of the MAWC Committee will serve for a minimum of one year.

14.2.           Any MAWC Committee member, including the President, may be relieved of office by calling an emergency meeting, which shall be attended and chaired by the President or Chairman, as well as 50 % plus one of all fully paid up members present.

14.3.           In the event of an MAWC Committee member and / or President and / or Chairman being relieved of his / her position at this meeting, immediate election for a replacement shall take place.

14.4.           Should the President not complete his full term of office, for whatever reason, the Chairman shall automatically fill the position till the next AGM.

14.5.           When an MAWC Committee member resigns during his / her term of office, the Executive badges shall be returned, and the MAWC Committee will elect a new member to fill this opening until the next AGM.  The T-shirt will remain the property of the outgoing MAWC Committee member, but may not be worn.

15. AMENDMENTS TO CONSTITUTION

15.1.           This constitution may only be amended and adopted, if application is made in writing, two weeks before the Annual General Meeting, by 50 % plus one vote taken by all current fully paid up members.

15.2.           All members to hand in a signed copy of the MAWC constitution, with each page initialled, at the March meeting of each year.  Immediate suspension of membership shall follow if this document is not handed in by latest May meeting.

16. RULES OF ORDER OF THE MAWC

16.1.           The President will be notified in writing, before the commencement of the meeting, of any matter(s) that need to be discussed.

16.2.           Each matter to be discussed shall be called by the Chairman and an orderly debate held and controlled by the Chairman.

16.3.           The following agenda shall be adopted:

16.3.1.          Welcome by Chairman.

16.3.2.          Attendance Register & Apologies.

16.3.3.          Guest Speaker (s).

16.3.4.          Voting in of new members

16.3.5.          Confirmation of minutes of previous meeting.

16.3.6.          Matters arising from previous minutes.

16.3.7.          President Report.

16.3.8.          Secretaries Report & correspondence

16.3.9.          Treasurer Report.

16.3.10.       PRO Report

16.3.11.       Events Co-ordinator report.

16.3.12.       Road Captains report

16.3.13.       General discussions of topics forwarded for inclusion on agenda

16.3.14.       Announcement of next meeting.

16.3.15.       Close of meeting by Chairman.

17. EVENTS CALENDAR OF THE MAWC

17.1.           The MAWC shall co-ordinate an annual calendar of dates for rallies held by members of the MAWC and publish all function dates for all motorcycle clubs in South Africa, stipulating MAWC dates.

17.2.           Dates vacated by MAWC members to make event list lighter shall be used by the MAWC Committee, at their own discretion.

17.3.           The MAWC shall host fund raising events.

17.4.           MAWC members may host one official function, over a weekend, once a year.  If they would like to host a second, this must not be on a Saturday.

17.5.           MAWC members should avoid clashing of event dates except when arranged prior to functions with all parties concerned and permission from the Committee.

17.6.           MAWC clubs that wishes to host a rally will get preference in summer times at beginning of each year. Function dates paid and booked will not be asked to change dates.

17.7.           Only MAWC events will be promoted at MAWC meetings.

17.8.           When a member would like to host a function, the Events Co-ordinator  in conjunction with the MAWC Committee must first approve the date.

17.9.           The MAWC shall co-ordinate and liaise with organisations or individuals that want to stage rallies or events for the purpose of fund raising.  These organisations or individuals shall specify their charity’s intentions and a charity number is required from them.

17.10.       New members shall belong to the MAWC for one year before applying to host a day function or sleepover and two years before applying to host a rally.

17.11.       Every Club hosting a day function or Rally should contribute R100.00 towards a Day Function and R250.00 towards Rally to book their Official function date on the events list. 

18.GENERAL

18.1.           All relevant MAWC information, including the events calendar, shall be published on the Website except contact details for security reasons.

18.2.           All privileged MAWC info sent out to members is for the benefit of members only.

18.3.           The MAWC shall provide advertising for MAWC members only.

18.4.           All other advertising rates will be at the discretion of the MAWC Committee.

18.5.           The onus rests on each member to abide by the Road Traffic Act.

18.6.           MAWC equipment may be hired by a member and will be replaced at own cost, if lost or damaged.

18.7.           Only written, faxed or e-mailed correspondence addressed to the MAWC will be attended to

18.8.           The MAWC will not attend to any non-MAWC matters.  The MAWC is committed to serving it’s members.

18.9.           The MAWC Committee shall only visit clubs that apply for a visit in writing. These visits shall take place at the member clubs’ convenience.

18.10.       The members shall pursue all complaints, disputes or claims in accordance with the terms and conditions of the above said rules of procedures and agree to be bound by the decision thereof.

18.11.       The MAWC will continue to exist even when its membership changes and there are different office bearers.

19. INTERPRETATION

19.1.           Save where the context otherwise requires, singular words shall be deemed to import the plural and vice-versa and the masculine gender shall be deemed to include the feminine and vice-versa.

19.2.           The word “member” could also be interpreted as meaning “club, individual or business”.

20. DISBANDMENT

Upon the winding up of the MAWC, any assets remaining after satisfaction of the liabilities of the MAWC, shall be distributed amongst such other organisations, having as their objects, the development and upliftment of underprivileged communities and persons in the broader Metropolitan Cape Town area, and which are authorised to collect contributions in terms of the fund-raising Act 107 of 1978, as may be decided upon by the members at the meeting at which it was decided to terminate the MAWC.

21.THE ORGANISATION SHALL:

-          Exist in its own right, separately from its members.-          Be able to own property and other possessions.-          Be able to sue and be sued in its own name. 

     _______________________________________________________________

NAME OF THE MAWC MEMBER (CLUB/ BUSINESS/ INDIVIDUAL NAME IN BLOCK)

Signed at __________________this _____ day of ______________ 20___.     

AS WITNESS:     

1. ______________________________________________________________

PRESIDENT OF THE MAWC  

2. ______________________________________________________________

YOUR CLUB’s PRESIDENT / BUSINESS SIGNITURE 

3. _______________________________________________________________

YOUR CLUB’s VICE / BUSINESS SIGNATURE (OTHER THAN NO 2.)